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Module 11 Reports
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IBRS Training Guide
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BRS Modules ...................................................................................................... 4 Reports Overview ................................................................................................ 5 List of Reports .................................................................................................... 6 Claims and Referrals Reports ................................................................................ 8
Claims Monitoring............................................................................................. 9 Referrals Monitoring........................................................................................ 10
Prosecution Reports........................................................................................... 11 Disqualified Clients With Zero SSN Report .......................................................... 12
Journal Reports................................................................................................. 13 Accounts Receivable Journal............................................................................. 14 Master File Update Journal Address Changes ...................................................... 16 Master File Update Journal Demographic Change ................................................ 17 Master File Update Journal Person Changes ........................................................ 18
Payments Reports ............................................................................................. 19 Deposit Report By District ................................................................................ 20 Deposit Report By Program Type ...................................................................... 22 DOC Payment Posted ...................................................................................... 24 List Of Unidentified Unposted DOC Payments...................................................... 25 Monthly Account Receivable Level2 Report ......................................................... 26 Monthly Accounts Receivable Claims And Collection Summary............................... 27 Monthly Accounts Receivable Ledger Report ....................................................... 28 Monthly Billing Statement ................................................................................ 29 Probation and Parole Clients Not Making a Payment............................................. 31 Payments Posted Report .................................................................................. 32 Unapproved Batch Report ................................................................................ 34 Unidentified And Unposted Payments Report ...................................................... 35 Unposted Lottery Payments ............................................................................. 36 Unposted Payroll Deductions ............................................................................ 37 Unposted Recoupments Report ......................................................................... 38
Collection Reports ............................................................................................. 39 Automated Recoupment Report ........................................................................ 40 Auxiliary Offset Report .................................................................................... 42 Collection Agency Report 30 Day Period............................................................. 43 Collection Agency Report 30 to 60 Day Period..................................................... 43 Collection Agency Report Over 60 Day Period ..................................................... 43 Collection Summary Report.............................................................................. 44 Lottery Interceptions Report............................................................................. 46
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Accounting Reports............................................................................................ 47 Age Analysis Report Excluding Suspended.......................................................... 48 Age Analysis Report Including Suspended .......................................................... 49 Historical Year To Date Activity Report............................................................... 50 Summary Of All Accounts Report By Name......................................................... 51 Summary Of All Accounts Report By SSN ........................................................... 52
Lottery Reports ................................................................................................. 54 Lottery Details Report ..................................................................................... 54
TOP Reports ..................................................................................................... 55 List Of Clients Excluded From TOP..................................................................... 56 TOP Interceptions Report................................................................................. 57 TOP Posted Payments...................................................................................... 59 TOP Unposted Payments.................................................................................. 61
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BRS Modules Module 1 Welcome to IBRS Module 2 Work Assignments Module 3 Client Management
Module 4 Referrals Module 5 Claims Module 6 Prosecution Module 7 Collections Module 8 Accounting Module 9 TOP- TREASURY OFFSET PROGRAM Module 10 ABC Module 11 Reports Module 12 Appendix
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Reports Overview Report generation in IBRS is a batch process running at the back end. It is based on a set of predefined data with filtering criteria and does not accept any input parameters from the user.
To View Reports:
1. Click Reports link on the left navigation pane, the link expands with more options.
2. Click the type of Report, the respective Reports Filter screen is displayed.
3. Select the Report Name from the drop-down list.
4. Select appropriate Report Period from drop down box.
5. Click Submit, the selected report is generated in PDF format.
Report Filter Sample
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List of Reports Following are the list of reports available in IBRS. Click on the links to view more information on these reports.
Accounts Receivable Journal
Claims Monitoring Report
Deposit Report By District
Deposit Report By Program Type
Disqualified Clients With Zero SSN Report
Lottery Interceptions Report
Referrals Monitoring Report
Summary Of All Accounts Report By Name
Summary Of All Accounts Report By SSN
TOP Interceptions Report
Automated Recoupment Report
Auxiliary Offset Report
Collection Summary Report
Monthly Billing Statement
TOP Posted Payments
TOP Unposted Payments
Unposted Lottery Payments
Unposted Payroll Deductions
Unposted Recoupments Report
DOC Payment Posted
List Of Clients Excluded From TOP
List Of Unidentified Unposted DOC Payments
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Lottery Details Report
Monthly Account Receivable Level2 Report
Monthly Accounts Receivable Ledger Report
Unapproved Batch Report
Unidentified And Unposted Payments Report
Monthly Accounts Receivable Claims And Collection Summary
Age Analysis Report Excluding Suspended
Age Analysis Report Including Suspended
Historical Year To Date Activity Report
Quarterly Transactions Not used in Federal AFDC Report
Quarterly Transactions Not used in Federal TANF Report
Quarterly Report of Recoveries of Overpayments AFDC IBP310L1
Quarterly Report of Recoveries of Overpayments TANF IBP310L1
Quarterly Report of Overpayment AFDC
Quarterly Report of Overpayment TANF
Master File Update Journal Demographic Change
Master File Update Journal Address Changes
Master File Update Journal Person Changes
Quarterly Status of Claims Against Households FS IBP300L1 (FNS 209)
Quarterly Transactions Not Used in Federal Report FS IBP300L2
Quarterly Status of Claims Against Households FS IBP300L3
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Claims and Referrals Reports
• Claims Monitoring
• Referrals Monitoring
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Claims Monitoring The Claims Monitoring Report helps the BR worker to identify the claims that have been established in the past six months for review in the subsequent month. These reports are generated on a monthly basis on the first day of the month subsequent to the current month. It also includes district wise totals for the number of claims and the claim amount.
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Referrals Monitoring The Referrals Monitoring Report helps the reviewer to identify the referrals that have been cancelled or moved to the WK status in the past 6 months for review in the subsequent month. The scheduler generates this report on the last day of every month.
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Prosecution Reports
• Disqualified Clients With Zero SSN’s
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Disqualified Clients With Zero SSN Report The Disqualified Clients With Zero SSN Report helps the BR worker to identify the clients who have been disqualified and have 000000000 as SSN. The scheduler generates this report on the last day of every month. The FLORIDA application allows creation of clients with 00000000 as SSN when the client's SSN information is not available. IBRS does not allow creation of such clients. This report is used to identify clients, that were already created in the FLORIDA application with 00000000 as SSN and have been migrated into the IBRS during data migration. It also includes information of the claims for disqualified clients. This report is generated on a monthly basis.
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Journal Reports
• Accounts Receivable Journal
• Masterfile Updated Journal By Address Changes
• Masterfile Updated Journal By Demographic Changes
• Masterfile Updated Journal By Person Changes
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Accounts Receivable Journal The Account Receivable Journal Report helps the BR Worker to track the posted payment entries for all the batches run on the current day. All posted payments in IBRS are grouped by the batch reference ID that identifies the batch where the corresponding collection entry was made into the system. All entries are sorted by the transaction number that keeps track of the order where they were entered into the system. It is generated by the scheduler on a daily basis and saved in PDF format at a configurable location.
Note:
Transaction Number is an incremental sequence number across batches.
The report includes:
• Accounts Receivable Summary section that specifies the number and total dollar amount involved in the payment entries posted on the current day for each program type and transaction type.
• Summary section excludes CV and CVCL transactions when computing totals for transaction types 5 and 6 (debit and credit memos).
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Accounts Receivable Journal Report
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Master File Update Journal Address Changes The objective of Master File Update Journal Address Changes Report is to trap the journal address errors. Accounting personnel in IBRS use this report to verify the accuracy of the information entered in the system. IBRS generates this report every day with the information changes made in IBRS. The scheduler generates this report on the daily basis.
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Master File Update Journal Demographic Change The objective of Master File Update Journal Demographic Change Report is to trap the journal demographic errors. Accounting personnel in IBRS uses this report to verify the accuracy of the information entered in the system. IBRS generates this report every day with the information changes made in IBRS. The scheduler generates this report on the daily basis.
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Master File Update Journal Person Changes The objective of Master File Update Journal Person Changes Report of this report is to trap the journal person errors. Accounting personal in IBRS use this report to verify the accuracy of the information entered in the system. IBRS system generates this report every day with the information changes made in IBRS. The scheduler generates this report on the daily basis.
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Payments Reports
• Deposit Report By District • Deposit Report By Program Type • DOC Payments Posted • List of Unidentified Unposted DOC Payments • Monthly Accounts Receivable Level 2 Report • Monthly Accounts Receivable Claims and Collection Summary • Monthly Accounts Receivable Ledger • Monthly Billing Statement • Parole and Probation Clients Making Payments • Parole and Probation Clients Not Making Payments • Posted Payments Report • Unapproved Batch Report • Unidentified and Unposted Payments Report • Unposted Lottery Payments • Unposted Payroll Deductions • Unposted Recoupments Report
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Deposit Report By District The Deposit Report By District helps the BR Worker to track the payments and payment reversal transactions made every month. The scheduler generates this report on the last day of every month. It displays all accounting transactions grouped at the outer most level by district, followed by deposit number and program type. It also includes details of the account number made towards the payment, the payment type (whether payment or payment reversal), the date the transaction was posted, the amount applied and the comments. The payment is derived through a collection of applications made from various sources. Payments from these collections are grouped and deposited in a one-time transaction, identified by a deposit number. All payments within this group are linked to the same deposit number. The program types may be any of the following:
OSS - Optional State Supplementation
TANF - Temporary Assistance for Needy Families
FS - Food Stamps
AFDC - Aid to Families with Dependent Children
MC - Medicaid
RAP - Refugee Assistance Program
SSI - Social Security Insurance
RAP MC - Refugee Assistance Program Medicaid
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Deposit Report By Program Type The Deposit Report By Program Type helps the BR Worker to track the payments and payment reversal transactions made every month. The scheduler generates this report on the last day of every month. It displays all accounting transactions grouped at the outer level by program type and followed by deposit number. It also includes details of the account number made towards the payment, the payment type (whether payment or payment reversal), the date the transaction was posted, the amount applied and the comments. The payment is derived through a collection of applications made from various sources. Payments from these collections are grouped and deposited in a one-time transaction, identified by a deposit number. All payments within this group are linked to the same deposit number. The program types may be any of the following:
OSS - Optional State Supplementation
TANF - Temporary Assistance for Needy Families
FS - Food Stamps
AFDC- Aid to Families with Dependent Children
MC - Medicaid
RAP - Refugee Assistance Program
SSI - Social Security Insurance
RAP MC - Refugee Assistance Program Medicaid
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DOC Payment Posted The objective of DOC Payment Posted Report is to reconcile the DOC payment against the other reports. This report contains posted DOC payment records that IBRS receives from DOC. It lists all DOC payments that are posted in IBRS. The scheduler generates this report on the night the payments are posted in IBRS.
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List Of Unidentified Unposted DOC Payments The objective of List Of Unidentified Unposted DOC Payments Report is to reconcile the DOC payment against the other reports. This report contains posted and not posted (No claim found in the claim database table) DOC records from DOC. It lists all DOC payments that are ready to post with client's information by region. This report generates from the DOC tape data. The scheduler generates this report on the night the DOC payment is posed in IBRS.
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Monthly Account Receivable Level2 Report The objective of Monthly Account Receivable Level2 Report is to reconcile receivable totals each month. This report contains all the transactions of the reporting month for Error Types: Fraud, Client, and Agency.
The scheduler generates this on the last day of every month.
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Monthly Accounts Receivable Claims And Collection Summary The objective of Monthly Accounts Receivable Claims And Collection Summary is to reconcile receivable totals each month. This report contains the number of claims and collections for OSS, TANF, Food Stamp, ADC / Cash, ADC / TANF Medicaid, RAP Cash, SSI Medicaid, RAP Medicaid, total per district, and totals for state. The counts are the payments posted during the reporting period. The scheduler generates this report on the last day of every month.
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Monthly Accounts Receivable Ledger Report The objective of Monthly Accounts Receivable Ledger Report is to reconcile receivable totals each month. This report contains all the transactions of the reporting month. The scheduler generates this on the last day of every month
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Monthly Billing Statement The Monthly Billing Statements are statements sent to the clients specifying the payment details for the current month on one or more claims:
the client is associated with
the last month's balance (claim outstanding amount as of last month) and
current total balance that the client is due to the state (inclusive of all claims the client is associated with)
The statements for each client is printed on a separate page with the rights and regulations and other pertinent details is printed at the back of the page. The printer option is enabled for this type of printing. The scheduler generates this report on the last day of every month
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Probation and Parole Clients Making a Payment
Probation and Parole Clients Not Making a Payment
•
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Payments Posted Report
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Unapproved Batch Report The Unapproved Batch Report lists the payment details of the unapproved batch. This report is generated on a daily basis and helps the Private Collection Contractor (PCC) to identify all unposted and unidentified payments.
The scheduler generates this report on the end of every day.
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Unidentified And Unposted Payments Report The Unidentified And Unposted Payments Report lists the details of the unposted and unidentified payments. This report is generated on a daily basis and helps the Private Collection Contractor (PCC) to identify all unposted and unidentified payments. The scheduler generates this report on the end of every day.
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Unposted Lottery Payments The Unposted Lottery Payments Report helps the BR Worker to track all collection entries from lottery that are not applied as payments as "SSN not found" in IBRS.
The scheduler generates this report on the last day of every month.
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Unposted Payroll Deductions The Unposted Payroll Deductions Report helps the BR Worker to track all collection entries from payroll deductions that are not applied as payments due to reasons such as "SSN not found" in IBRS. The scheduler generates this report on the last day of every month.
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Unposted Recoupments Report
The Unposted Recoupments Report helps the BR Worker to track all recoupment collection entries that are not applied as payments due to reasons such as "SSN not found", "Claim not found" in IBRS.
The scheduler generates this report on the last day of every month
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Collection Reports
• Automated Recoupment
• Auxiliary Offset
• Collection Agency Report 30 Day Period
• Collection Agency Report 30 to 60 Day Period
• Collection Agency Report Over 60 Day Period
• Collection Summary
• Lottery Interceptions
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Automated Recoupment Report The Automated Recoupment Report's objective is to balance this report against the Issuance report from FLORIDA application. This report is generated after R3 process is run. The Department of Children and Families recoups over payments from the benefits of the clients those who are receiving benefits from FLORIDA application. FLORIDA application deducts the amount from client's benefit and sent it to the IBRS. The IBRS payments Account Posting process posts them to update payments. Then, the management of the Department of Children and Families (IBRS accounting experts) balance this report against the Issuance report from FLORIDA application. This report lists the Recoupment payment per district and program for the reporting period. This report contains posted Recoupment payment records that IBRS has received from FLORIDA application.
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Auxiliary Offset Report The objective of Auxiliary Offset Report is to balance these details with the Issuance report from FLORIDA application. This report lists the Recoupment payment records per district and program for the reporting period. The scheduler generates this report on the last day of every month.
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Collection Agency Report 30 Day Period Collection Agency Report 30 to 60 Day Period Collection Agency Report Over 60 Day Period
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Collection Summary Report
The Collection Summary Report is a statewide summary of payments received by district, by program, and within each program, by cash payment such as cash, coupons, reduction (recoupment), and TOP (Tax Offset Program).
The scheduler generates this report on the last day of every month.
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Lottery Interceptions Report
The Lottery Interceptions Report helps the BR Worker to track all interceptions through lottery in the current month. It lists entries by account number, date, amount and the claim where the payment was made if the collection has been applied as a payment.
The scheduler generates this report on the last day of every month.
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Accounting Reports
• Age Analysis Report Excluding Suspended
• Age Analysis Report Including Suspended
• Historical Year to Date Activity Report
• Summary of All Accounts Report By Name
• Summary of All Accounts Report By SSN
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Age Analysis Report Excluding Suspended The Age Analysis Excluding Suspended Report helps the accounting personnel at the headquarters to analyze all the claims that are not suspended. The scheduler generates this report on the last day of every month.
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Age Analysis Report Including Suspended The Age Analysis Including Suspended Report helps the accounting personnel at the headquarters to analyze all the claims including suspended. The scheduler generates this report on the last day of every month.
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Historical Year To Date Activity Report The Historical Year To Date Activity Report lists the payments details of each account for a given district. This report is generated on demand basis and helps the accounting personnel at Headquarters to vie the list of payments made against an account. The report displays the total balance by account / district / state. The administrator generates this report.
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Summary Of All Accounts Report By Name
The Summary Of All Accounts Report By Name helps the BR Worker to track:
Account numbers
Related client SSNs and their outstanding balances
Statement codes that indicate if the billing statement has been sent or not
Parole and probation indicators and various other client name based purposes
The scheduler generates this report on a Bi-monthly basis.
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Summary Of All Accounts Report By SSN
The Summary Of All Accounts Report By SSN helps the accounting summary report to track:
Account numbers
Related client SSNs and their outstanding balances
Statement codes that indicate if the billing statement has been sent or not
Parole and probation indicators and various other client's SSN based purposes
The scheduler generates this report on a Bi-monthly basis.
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Lottery Reports
Lottery Details Report
The Lottery Details Report lists all clients who have an outstanding balance > 0 on one or more claims in IBRS. This file is sent to the lottery every month and helps them trace any individual who owe money to the state and have won a lottery. In this case the lottery intercepts a percentage / whole of the lottery winnings and sends the interceptions to the state.
The scheduler generates this on the last day of every month.
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TOP Reports
• List of clients excluded from TOP
• TOP Interceptions Report
• TOP Posted Payments
• TOP Unposted Payments
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List Of Clients Excluded From TOP
The objective of List of Clients Excluded from TOP Report is to list all the clients excluded from the TOP for the reporting period. The Headquarters staff can identify all clients who are excluded from the list of TOP certification.
The scheduler generates this report on the day after the last day of the TOP exclusion period
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TOP Interceptions Report
The TOP Interceptions Report helps the BR Worker to verify if all interceptions received by FLORIDA application in a TAPE / FILE from TOP (Treasury Offset Program) have been migrated into IBRS and have either been posted as payments or rejected due to various reasons as un-posted payments. The scheduler generates this report on every Thursday of the week. This report should be run just before TOP posted and unposted reports.
This report includes a sub-report to list summary details of the number of records and total dollar amount district wise in the report footer.
The verification process includes:
If all records in the TAPE / FILE received by FLORIDA application are available in the report and
If the reports on posted and un-posted TOP payments tally with the summarized count / amount
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TOP Posted Payments The TOP Posted Payments Report helps the BR Worker to track the payments that have been applied from collections through TOP. All details on TOP interceptions are entered into the IBRS on a weekly basis through a file received from TOP. The collections are then posted as payments based on the claims associated with the client and the related priorities. This report includes a sub-report to list summary details of the number of records and total dollar amount district wise in the report footer. The scheduler generates this report on every Thursday of the week.
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TOP Unposted Payments The TOP Unposted Payments Report helps the BR Worker to track all collection entries that could not be applied as payments because the TOP Debt Number could not be found in IBRS. This report is sent to districts and BR workers who can manually identify the clients and claims associated with the TOP Debt Number and apply the payment.
This report includes a sub-report to list summary details of the number of records and total dollar amount district wise in the report footer.
The scheduler generates this report on every Thursday of the week.